Date:	July, 2011
Reports to (Job Title):	President, UWSA
Jobs Reporting (Job Titles):	Administrative Assistant, UWSA
Location:	Main Campus

Primary Purpose

Responsible for staff representation and advocacy, managing all UWSA affairs and guiding and supporting the board

Key Accountabilities:

1.0 Advise and support the UWSA Executive Committee

Ex-officio Chair of the UWSA standing committee: Nominating
Advises on historical policy, procedures, protocol, practices and prior UWSA executive committee decisions, providing stability, continuity and institutional memory to the sitting executive UWSA with prior
Provides ongoing advice to the UWSA president and executive members (8) and various standing committees regarding adherence to the UWSA constitution, Memorandum of Agreement, and university policy and practices
Advises on feasibility of implementation of UWSA executive and committee decisions
Works independently to manage the organization, pro-actively anticipating, recognizing and prioritizing emerging situations or problems which may require the attention of the UWSA President or Executive Committee
Identifies, researches and manages the long- and short-term organizational needs of the UWSA

Ex-officio member of the UWSA Executive (voting status as determined from time to time by the UWSA constitution)

2.0 Advocate on behalf of UWSA members in employee-relations situations and disputes

Ex-officio Chair of the UWSA standing committee: Members’ Advisory
Represents UWSA members in formal Policy 36 disputes, clarifying, guiding, supporting, preparing the case, and negotiating solutions in a highly confidential process
Advises and supports staff in informal workplace situations in a highly sensitive and confidential process
Educates staff on their rights and investigates current issues arising for staff on campus
Guides the UWSA President, committee chairs, and Executive committee members about emerging and ongoing situations and monitors or follows up as required

Develop and document individual plans of action for uWaterloo staff for employee-relations issues

3.0 Responsible for accurate, clear and consistent communication from the UWSA to its members and to uWaterloo generally

Ex-officio Chair of the UWSA standing committee: Communications and Membership
Consults with UWSA lawyer and relays advice to staff; arranges for staff consultations with lawyer and may attend
Represents UWSA and/or staff on university level committees as required
Managing editor of the UWSA Staff News (paper-based and/or web-based)
Directs social media initiatives for the UWSA (website, Facebook, Twitter, LinkedIn etc.)
Solicits and organizes reports from university committees and UWSA standing committees for UWSA annual report
Designs and/or reviews printing and distribution of notices and flyers to advertise special events on behalf of the UWSA standing committees to ensure a consistent and professional image for the UWSA
Attends all UWSA Executive and general area rep meetings to ensure consistency and continuity
Liaises with businesses in the community to develop partnerships for corporate discounts for members

Promotes and campaigns for the UWSA as required

4.0 Responsible for the management of the UWSA office

Trains and supervises the work of the administrative assistant
Coordinates and prioritizes the offices work flow
Implements executive and committee decisions where appropriate
Oversees the proper maintenance of official records of the organization and its committees
Maintains and controls accurate, clear, confidential records of all interactions with UWSA executive, regular staff and UWSA membership
Pursues professional development opportunities and encourages staff to do the same
Oversees the organization of special events such as staff appreciation luncheons and general meetings

Liaise with corporate partners to fulfill agreements and maintain relationships

5.0 Oversees the UWSA’s finances

Ensures financial records are maintained and that financial information is provided to the external accountant as required and liaises with the Treasurer, and other university units involved in finance
Has signing authority on all internal and external accounts
Responsible for computerized records of all financial transactions
Ensures that monthly financial statements are prepared
Collaborates with Treasurer, President, and Administrative Assistant to determine the annual budget

Ensures that financial records are provided for annual review by UWSA accountant

Position Requirements

Education:

University degree or equivalent education and experience. Advanced degree in Social Work, Counselling or related discipline an asset

Experience:

5-8 years progressive experience in advocacy, leadership and communication. In-depth knowledge of university environment, including structure, policies and procedures and conditions of employment.

Technical:

MS Word

Excel

PowerPoint

Other

Basic

yes

yes ,

Website software (membership card machine/software)

Nature and Scope

Interpersonal Skills:

Interpersonal contacts: develop and maintain strategic, operational and tactical relationships with both internal and external contacts

Internal:

direct-report staff: deal with, influence and motivate UWSA staff
UWSA members: promote, justify or settle highly-sensitive matters
UWSA executive members: obtain action, reach agreement and negotiate

External:

uWaterloo management infrastructure (including Human Resources staff and Directors, the Secretariat, Conflict Management and Human Rights office, Safety Office, members of the uWaterloo Executive Council, including the Associate Provost, Human Resources, Finance, and line supervisors and managers): promote, justify, negotiate and settle highly-sensitive matters
Legal and financial professionals (UWSA external counsel and accountant): deal with, influence and obtain action, including representing the UWSA at formal legal hearings (e.g. Ontario Human Rights tribunals).
External organizations (principally COUSA – the Council of Ontario University Staff Associations and Unions) and UWSA Corporate partners: promote, justify, settle, deal with, influence and motivate

Level of Responsibility:

manage a company-wide function or process that is highly specialized with direct reports. The staff advocacy role is required to provide potentially career-altering guidance, counselling and advice to uWaterloo staff.

Decision-Making Authority:

responsible for establishing the priorities of the UWSA office and solving day-to-day problems that arise within the Staff Advocacy accountability. Consults with and advises the UWSA President on strategic direction of the UWSA.

Physical and Sensory Demands:

extensive sitting with some lifting, carrying/handling of large objects. Extensive use of computer and telephone.

Working Environment:

the staff advocacy component of this role involves extreme psychological risk resulting from unavoidable exposure to disagreeable or uncomfortable environmental conditions. It may include exposure to emotionally-disturbing experiences and/or interactions with members of the uWaterloo community who are upset, angry, abusive, aggressive, unstable or unpredictable (e.g. emotionally-charged situations with staff who are facing job-loss) and unusual hours or schedules (to accommodate staff who wish to meet outside regular business hours). The Executive Manager role requires travel to multiple-day conferences and events to represent the UWSA, as well as attendance at UWSA social functions.